Case Study: J&S Sand and Gravel – Trucking Database Development

J&S Sand and Gravel, a Texas-based trucking company, needed a more efficient way to manage daily operations, including tracking trips, loads, invoicing, and payments. With a small team and the company owner also working as a truck driver, finding a streamlined digital solution was critical. The company had built a Microsoft Access database but faced several challenges that limited its usability.

Challenges Faced

The trucking company encountered several issues with its database, including:

• Difficulty structuring the database and designing an intuitive user interface.
• Inability to create a functional main menu for navigation.
• Limited ability to track multiple loads per trip and reconcile invoices with vendor weight tickets.
• Manual invoice creation and aggregation, leading to inefficiencies.
• Lack of networking capabilities to share data between office locations.
• No integrated scanning feature to attach signed delivery tickets.

WSI’s Custom Database Solutions

J&S Sand and Gravel partnered with Winning Solutions, Inc. (WSI) to refine and optimize their Microsoft Access trucking database. Key improvements included:

• Developing a Main Navigation Menu: A structured interface was created, separating trip and fleet management from accounting for better workflow.
• Enhancing Data Entry Forms: Forms were converted from single-record entry to continuous forms, improving usability and efficiency.
• Splitting the Database into Front-End and Back-End: This enabled multi-user functionality and reduced the risk of data corruption.
• Implementing Data Protection Features: Custom code was added to prevent accidental changes and unauthorized modifications.

Business Impact and Results

• Improved Operational Efficiency: The optimized database significantly reduced manual data entry time and improved data accuracy.
• Better User Experience: A structured and intuitive interface allowed employees to navigate the system with ease.
• Scalability for Future Growth: The updated database structure allowed for potential office networking and expanded operations.

Lessons Learned

• User-Friendly Design Matters: A well-structured interface reduces training time and increases efficiency.
• Proper Database Structuring is Critical: Establishing the right relationships and data normalization ensures smooth operation.
• Incremental Improvements Work Best: Making targeted database enhancements allowed for immediate value without disrupting existing workflows.

Project Cost

The project was completed for less than $1,000. The client saved thousands of dollars by handling the basic database work themselves and outsourcing only the complex modifications to WSI.

Conclusion

By leveraging WSI’s expertise, J&S Sand and Gravel transformed their Microsoft Access database into a powerful tool for managing trucking operations. This case study highlights how small businesses can improve efficiency and scalability with the right technology solutions.

Interested in optimizing your trucking or logistics database? Contact Us today to discuss your project.